ICCA Scandinavian Chapter meeting

Leipzig, October 2011

Agenda

Welcome, new members Re-cap from meeting in May Information from ICCA Board Next step on project “Sustainability” Feed back from AIBTM & IMEX America Other activities in USA ? ICCA Association database Next meeting in Finland, March 2012 Year 2011 at a glance Incoming chair from Denmark Miscellaneous

New Member

Our new member is:

Helsingborg Stad, Sweden Contact person: Mr.Johan Lundell, Event manager,

Total chapter members now 64

Other Chapters

UK & Ireland 73 Central Europe 155 France & BeNeLux 69 IB, Andorra,Portugal & Spain 63 Mediterranean, 89 Asia Pacific 178 Latin America 61 North America 90 Middle East 23 Africa 29

According to ICCA there are 910 members now, updated needed in the figures above

Re-cap from May meeting

1. Sigrun Sigurdardottir welcomed everyone to the chapter meeting and thanked people for taking the time to attend this meeting, and those who came to the previous meeting in Reykjavik. Sigrun introduced four new Chapter members:

Welcome & introduction of new members1) Iceland Travel2) Copenhagen Business School3) Academic Conferences Sweden4) Event in Skåne

2. “Sustainable Scandinavia” is the main theme for this year’s joint activities. Guy Bigwood from MCI Sustainability Services has been consulting and working with us on the project since our spring meeting in Gothenburg 2010. In 2011 the Chapter has 4000 € to cover the consulting fees and other related activities. To complete the work with MCI by ICCA Congress in October, we might need to ask members for some extra money, about 100-200 €. Sigrun will send an email to members on the matter.

3. Guy presented his proposal on how to proceed with the project. Some details were discussed and agreed upon.

Minutes continue

Phase 1: It was agreed that CVBs collect the information within the destination for the measurement tool, and send it to Sigrun by Sept. 1st 2011. Guy will send further instructions for this.

Results of the project so far will be launched at IMEX America trade show mid October. A press release will be created in co-operation with the contact persons from each country. Sebastian Sew from ICCA HQ takes this to the ICCA programming committee.

Phase 2: Create a list of 10 practical steps to organising a sustainable event “the Nordic way”, and develop a Guide to Certification.

Phase 3: Develop an annual report during 2012.Guy also presented a proposal to a joint Scandinavian declaration “Accord on

Sustainability for Destinations” (attached). It was discussed if all members would be able to sign it, since it contains subjects that are not necessarily under members’ control. Comments on the document should be sent to Sigrun by 1st of July.

Nordic Sustainable Meetings Zoneaction Plan – Phase 2

Guy BigwoodMCI Group Sustainability Director

Oct 2011

Goal: Develop a Nordic sustainable meetings zone

Phase 1: Reykjavik, 2011

Phase 2: 3 step approach

1. Launch charter

2. CVBs to create and implement a common measurement framework and disclosure data on a shared website

3. Create a list of 10 practical steps to organizing a sustainable event 'the Nordic Way'

4. Develop a short & simple “Guide to Certification”

10

18 Indicators of destination sustainability

11

Area Indicators

What is the European Green City Index Ranking (Siemens)Does the city have a climate change action plan

What is the City´s CO2 Reduction Target for 2020 (from 1990 levels)What is the City´s Renewable Energy MixWhat is the average recycling rate for the city

Is there Metro/train from main airport to city centre

What is the percentage of hotels walkable (1km) or accessible by public transport from main congress centre

Does the CVB has a publicly available sustainability strategy

Percentage of Women in CVB leadership position(s)

Does the CVB provides clients with sustainability information (web, proposals) and list of suppliers*

CVB

Hotel

City

Does the city measure and report their GHG emissions. If so what are they per capita and in total

What is the Corruption Perception Index for the country

What is the number and percentage of hotel rooms and hotels with active 3rd party sustainability certification

Venue Number and % of Major congress and exhibition centres with active 3rd party sustainability certification

Phase 2 Tasks – part 1

Phase 2 Tasks: Part 2

Phase 3: – Create a list of 10 practical steps to

organizing a sustainable event 'the Nordic Way'

– Develop a Guide to Certification– Dates tbc

Upgrading the messaging

More than ‘Scandinavia is green’. Excellence in transparency, safety, security, human and labour rights.

In the Nordic Countries, ‘meetings are better’. Sustainability makes us better partners

Guy.bigwood@mci-group.comwww.lessconversationmoreaction.com

Workshop Results: Define Sustainable actions which could be undertaken by destinations

Suggested Action VotesServe tap water only (eliminate bottled water) from events held in member destinations 26

All member destinations inventory hotels and venues in their area who have earned a qualified 3rd party certification 25

Create a list outlining 10 practical steps to organizing a green event. All members provide to clients 16

Require all food and beverage suppliers in member destinations to offer a percentage of their product as organic and local 12Members to identify and agree to use a uniform list of approved 3rd party certifications 11

What do planners rank the most important green features in a destination?

86% - the ability to walk between the meeting venue and accommodations/off sites

64% - transit accessibility, particularly between airport and the conference venue

51% - availability of recycling McKinley Report

Nordic Sustainable Meeting Accord

OCTOBER, 2011 In the spirit of collaboration of leadership and in recognition of the clear

and present benefits and returns of sustainable business practices we, member organizations of ICCA Scandinavia agree to work together to create a Nordic Sustainable Meetings Zone.

Therefore we, the undersigned members, commit to taking action together to advance sustainable practices industry by

Publicly declaring participation in the Nordic Sustainable Meetings Accord and using our personal and business network to get member organisations to sign this accord.

Initiating a dialogue about economic, environmental and social sustainability with each and every client and member in our community.

Implementing programs to educate stakeholders, share knowledge sharing and recognize members for their best practice and effort.

Continue....

Encouraging and supporting private-public collaboration within and with other destinations to share Nordic best practices and solutions, and learn from others.

Providing resources to identify responsible, sustainable and certified suppliers in our community to help visitors run more sustainable events.

Promoting efficient use of resources and success in waste management. Increasing organizational use of environmentally friendly transport. Calculating business CO2 footprint and aiming to reduce this by 20% by

2020. Upholding the highest standards of honesty and fairness and thus promoting

a society with integrity. Giving back to the community by proactively creating links between the

meetings industry and local charities, and dedicating an average of one hour per month of CVB time to a social or environmental project.

To these above commitments, I dedicate leadership focus and attention so that the meetings industry I represent will be more sustainable

Feed back from USA shows

AIBTM

IMEX America

Options for 2012

Other activites, workshops ? Toronto, Minneapolish

Icca Database

Are you using it ?

Share with us

Next meeting in Finland

2011 Overview "At a glance"

Meeting in Reykjavik 9-10, March

Main content development in sustainability in Scandinavia, lead by Guy Bigwood

Other speakers: Kristin Vala Ragnarsdottir, University of Iceland and Michel Couturier USA

Gudmundur Oskarsson, Icelandair

ICCA Business lead Exchange

Meeting at IMEX Frankfurt in May

Further development on Project Sustainability, lead by Guy Bigwood

Joint stand at AIBTM in Baltimore, all Scandinavian countries

The stand got xxx award, waiting for more info from Marie

Joint stand at IMEX America in Vegas, all Scandinavian countries

Euro Party at the stand, a big hit !

Meeting in Leipzig at ICCA 50th conference

Upcoming chair

Rasm Jerver Denmark

Other issues